Commercial Association Manager

Responsibilities

• Serve as the primary point of contact for Board members and unit owners.
• Attend and facilitate Board meetings, annual meetings, and committee meetings.
• Prepare meeting agendas, management reports, and Board packets.
• Maintain association records, meeting minutes, resolutions, and governing documents.
• Advise Boards regarding governance matters, policies, and best practices.
• Afford assistance with enforcement of declarations, covenants, rules, regulations, and architectural standards.
• Coordinate legal matters and work with association counsel as needed.
• Oversee the maintenance, operation, and appearance of all common elements and shared facilities.
• Conduct regular site inspections and identify maintenance, safety, and capital improvement needs.
• Manage preventative maintenance programs.
• Cover emergency response activities and oversee vendor performance.
• Monitor life-safety systems, security programs, and risk management initiatives.
• Ensure compliance with all applicable codes, regulations, and governing documents.
• Prepare annual operating and reserve budgets for Board approval.
• Monitor financial performance against approved budgets.
• Review monthly financial statements and provide variance analysis.
• Oversee accounts receivable and collections activities.
• Cover assessment billing, special assessments, and owner communications.
• Assist in preparation of reserve studies and long-range capital plans.
• Review and approve invoices within delegated authority limits.
• Recommend strategies to improve operating efficiency and control costs.
• Solicit competitive bids for contracted services.
• Negotiate and administer service agreements.
• Monitor vendor compliance with insurance, licensing, and contractual requirements.
• Evaluate vendor performance and recommend improvements.
• Cover janitorial, landscaping, parking, engineering, security, and other service providers.
• Develop and maintain capital improvement plans.
• Cover building repairs, replacements, and enhancement projects.
• Oversee project schedules, budgets, and contractor performance.
• Provide regular progress reporting to Boards and stakeholders.
• Afford assistance with project closeout and warranty administration.
• Maintain strong relationships with unit owners, tenants, and Board members.
• Respond to inquiries, concerns, and service requests in a timely manner.
• Cover communications regarding projects, maintenance activities, and policy updates.
• Facilitate conflict resolution among stakeholders when necessary.
• Promote a positive ownership experience and high levels of customer satisfaction.
• Maintain association databases and management software systems.
• Ensure insurance certificates, vendor documentation, and association records remain current.
• Administer governing documents and architectural review processes.
• Prepare management reports and correspondence.
• Support audits, reserve studies, insurance renewals, and lender requests.

Qualifications

• Education: Bachelor's degree in Business, Real Estate, Finance, Property Management, or related field preferred.
• Experience: Minimum 3-5 years of commercial property management experience. Experience managing commercial associations, office condominium associations, or business parks preferred.
• Experience: Demonstrated experience working directly with boards of directors and ownership groups.
• Experience: Experience with budgeting, financial reporting, and capital project management.
• Knowledge, Skills & Abilities: Strong understanding of commercial real estate operations. Knowledge of association governance and governing documents. Strong budgeting, accounting, and financial analysis skills. Excellent verbal and written communication skills. Ability to build trust with Boards, owners, tenants, and vendors. Strong organizational and project management capabilities. Ability to manage multiple priorities and deadlines. Proficiency with Yardi, Microsoft Office, and property management technology platforms. Skilled in contract administration and vendor negotiations.